You can also use this part to thank the customer for their business. Use the bottom blank part of the proforma invoice to include any additional information, such as your guarantee or your return policy on all the goods sold. For exports, you will have to include the duties levied at customs by either country. Add the necessary shipping and handling charges. Make sure that before calculating the proper sales tax, you have checked the tax laws. The more specific you are, the less chance there is your buyer will choose another supplier. Most proformas are normally rejected because what was provided either wasn’t important to the buyer or didn’t tell them what they needed to know. In this part, break down the shipment details as much as possible. In this section, you need to add the mode of transportation, the total number of packages, and the total gross weight of the packages. Also, if the export is temporary, include the words “Temporarily Exported” in your proforma invoice. Mention if the items are for sale, return, repair, sample, or gift. Since the proforma invoice is being used to export goods, you will have to explain why you need to export them. An invoice number will also help you in tracking the invoices and ensure that you stay organized. This number will be referenced in all your buyer’s accounting information. The next step is to include the buyers’ contact information, i.e., name, phone number, mailing address, company name, company email address. Other things to include are the date the invoice was created, the date it was requested, its expiry date, your contact information, mailing address, email address, phone number, country of origin, and your website. This way, your client will be able to recognize and find it easily if it is mixed up with other documents. You may also include your business name and logo. It is crucial that you add the words “Proforma Invoice” here.
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The first and the most basic part of your proforma invoice is going to be the header. There are eight basic parts of a Proforma Invoice that you should know of when drafting it. With a proforma invoice, one can be able to efficiently process all the necessary paperwork before the shipment leaves the suppliers thereby reducing the total transit timeĮxpedite Invoicing: After a proforma has been finalized, a commercial invoice is usually finalized and dispatched to the customers for payment. If the transaction is of international business, the credit if often issued as a Letter of Credit, which is usually required without which the transaction would never occur.Ĭrossing Borders: In most countries, a proforma is usually used to secure customs paperwork, determine shipment values, and consular invoices for calculating customs duties and import tax. Payment: A proforma invoice is usually used by the buyer to secure credit for the purchase of the goods and/or services. This aspect has helped most companies’ close deals because it helps customers become more comfortable about the terms of the transaction Transaction Details: A proforma invoice has all the details of a transaction, so the customer knows what it is they are paying for, leaving no room for surprises.
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Here are some of the advantages of using a proforma invoice: Proforma invoices are especially important when two companies are doing business for export/import transactions together for the first time. The primary goal of a proforma invoice is to help tighten the export sale. The content of the invoice may, however, be the same as the proforma invoice. On the other hand, the invoice or commonly referred to as the “Commercial Invoice” is a document used to record the accounts payable by the buyer and records the accounts receivable for the seller. Simply put, the proforma invoice is considered as a “Confirmed purchase order” from the seller. A proforma invoice is a document of commitment to the part of the seller to sell the goods and services, as stated in the agreement of the buyer for a specified price.